About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
Around 210 policies renew each month. Staff send reminders when they have time, so some clients hear about renewal only when the bill arrives.
Web quote requests come in as emails and are retyped into the comparative rater. Certificate requests from contractors arrive by email with missing details.
What we build
- 1
Renewal outreach
Clients hear 60, 30 and 7 days before renewal, with a link to book a review call.
- 2
Quote intake that fills the forms
A structured quote form collects the details the rater needs and pre-fills it where the system allows, or a clean sheet where it does not.
- 3
Certificates drafted
Certificate requests come through a form with holder details and are drafted for staff to check and send.
Before and after
| Step | Before | After |
|---|---|---|
| Renewal reminders | About 10 minutes each | Automatic |
| Retyping a quote request | About 15 minutes | Pre-filled |
| Certificate request | Missing details, back-and-forth | Complete form, draft ready |
Where a person stays in control
Licensed staff review every quote and certificate. Coverage advice is never automated.
Running cost
Roughly $100–250 a month for forms, messaging and hosting.
Tools
- Agency management system (e.g. Applied Epic, EZLynx)
- Web forms
- Email and SMS
- n8n
How the numbers work
- 210 renewals a month × 10 minutes = 35 hours.
- 80 quote requests a month × 15 minutes of retyping saved = 20 hours.
- 60 certificate requests × 8 minutes saved = 8 hours.
- Staff time costed at $27 an hour: 63 × $27 ≈ $1,700.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.